The larger an enterprise, the more materials, raw products, food products, parts, and services it needs. In most companies, material resource management is handled by procurement or logistics departments, where staff organize workflows such as sourcing, delivery, acceptance, and sometimes even storage of goods.
Bottled water delivery, electrical work, meeting room design, printer repair and ink refills, cleaning services and ordering treats for kids before Christmas are just a fraction of requests made from various departments and handled by logistics specialists.
The key to efficient procurement logistics is being smart in your search for high-quality goods and services and purchasing them at the lowest possible cost. To optimize this process, a high degree of automation is essential. We recommend automating the collection and processing of internal supplier search requests as your first stepping stone. This is where WorkFlowSoft comes in.
Create a workflow once, and your colleagues from any department can use for years to come, making just minor adjustments when necessary.
Add the following fields: short name of the procurement (you will see it in the process title), detailed description, and procurement category (products/services/products and services). Do not forget about fields like maximum order cost, due date, place, and delivery terms (the dropdown list includes customer pick-up, courier delivery, and delivery by supplier).
Other fields you might need:
It can be also useful to add fields for a comment and files.
This is how the workflow will look:
After an employee creates a new request, their manager approves it and the budget owner confirms that the budget is available to make the purchase. If the budget is not available, the workflow reverts to the approval stage, where the manager and employee can edit the items included in the procurement request. If the funds are available, the task is created for the head of the procurement and logistics department, who assigns it to a procurement manager. This manager receives the corresponding notification and gets to work by selecting the suppliers and choosing several procurement alternatives.
The procurement manager discusses the suggested alternatives with the request initiator, and all workflow participants are notified about any changes in the procurement items. If they fail to find a way to fulfill the request requirements, the workflow reverts to the approval stage, where the manager and employee can edit the procurement requirements. Upon the approval of one of the alternatives, the request is redirected to the accounting office. After payment, the workflow is redirected back to the procurement manager, who organizes the delivery of goods or services to the selected place.
When the goods have been received and works rendered, the request initiator evaluates their colleagues. The request is closed, and its status is changed to Completed.
First and foremost, a clearly defined workflow eliminates any possible misunderstandings. It follows a predefined procedure, and everyone knows their role.
Secondly, you can see the current stage of the workflow at any time and estimate its fulfillment term.
Thirdly, its simple and intuitive user interface makes working in WorkFlowSoft a breeze. Anyone can master it even without any programming skills.
With WorkFlowSoft, it will be much easier for the procurement department to find an optimal vendor at any time, get a good price, and receive the goods in the necessary amount and at the right place.